Writing Position Descriptions

Position descriptions are helpful to job applicants, employees, supervisors and to Human Resources staffers at every stage in the employment relationship. They provide information about the knowledge, training, education, and skills needed for each job. They prevent misunderstanding by informing employees what they need to know to successfully perform their jobs and fulfill the mission of the University.

The position's immediate supervisor should develop the position description and share with the employee so the expectations of the job functions are clear. The supervisor and management have the right and responsibility to authorize the content of a position description (assign duties and responsibilities).

Do:

Use short, direct verbs in the present tense.

Describe specifically and in sufficient detail:

What work is completed?

What methods are used?

What equipment and/or tools are used?

Responsibility for the results.

Consequence of actions or errors.

Instructions or guidelines provided.

Supervision exercised and received.

Relationship of position with others within the organization.

Any other pertinent facts.

Assign approximate percent of time spent in each outlined responsibility.

Provide sufficient information on the position description to clearly distinguish the level from the other levels in the series if requesting that a position be classified to a class within a class series.

Don't:

Copy the verbiage from the class specification.

Use ambiguous terms, such as "handle," "research," etc., without an explanation as to what this involves.

Lump several responsibilities together and assign large percentages of time.

Use abbreviations or technical terms without an explanation.

Describe personal characteristics. (example: "Deals with the public and must have a pleasing personality at all times.") This can be listed under “Other Characteristics of the Position” if necessary.

Avoid using ambiguous terms such as "assist," "advise," "handle," "inspect," and "research." If it is essential that such terms be used, the degree of assistance, advice, handling, inspecting, or researching should be stated.